Attendance and absence

You should attend all scheduled teaching sessions that we set for you, either in person or online. Regular attendance is vital to succeed in your apprenticeship programme. If it seems that you're not engaging with your studies, we will reach out with guidance and support.

University Regulations state that you should be present at any time at which teaching or other academic engagements have been arranged for your programme (including Saturdays).

Our Student Academic Engagement and Wellbeing Policy, sets out how we support you during your time at university to achieve your full academic potential. Our Student Academic Engagement and Wellbeing Procedure outlines what we do if we are concerned that you may need extra support.

Absence

If you are unable to attend due to illness, please see the What If I Cannot Attend Scheduled Teaching or Practice Sessions section on reporting absence. If you are having problems with completing your studies, please contact your personal supervisor.

Please record any absence within your EOAR (NAPAD). On return to practice, it is important that the Programme Team, and your employer are informed immediately. If the absence occurs in University time, on return to study, please notify the programme team. 

You will also need to inform the Session Lead of your absence. 

You will receive a follow-up wellbeing check from your Personal Supervisor and your Employer will be informed of the absence. Your attendance will also be discussed at the Tripartite meetings.

If you stop attending scheduled teaching sessions without saying you are withdrawing and do not respond to our efforts to make contact with you within a specified time-scale, the  Departmental Education Committee, will assume that you have withdrawn from your studies. This is known as ‘assumed withdrawal’. Your Employer would be consulted of any absence from the programme within the following days of that absence.

Record of attendance

All taught sessions have registers of attendance. An electronic register is completed at the start of each session. If you are absent then an email will be sent directly to your employer advising them of this absence.

It is also a requirement for those students on an apprenticeship programme that evidence of the programme hours is logged within the practice documentation. If you are absent from your external practice placement then you are expected to call Student Services and report this absence and notify your supervisor. This absence should also be documented within your e-portfolio.

Annual leave

You should refer to the course plan for dates on which you can take annual leave. For apprenticeship learners, this must be agreed with your employer as per your workplace policy on annual leave. You are not permitted to take annual leave on University theory days, unless there are exceptional circumstances which have been agreed with your Line Manager and the Programme Leader.

For those students on a direct entry route, you will not be permitted to take annual leave when in theoretical modules as designated on the direct entry course plan.

At the end of Stage 1, learners are advised not to take annual leave in weeks 44-47, as this period is required if you are placed on an action plan in practice.

At the end of Stage 2, learners are not permitted to take annual leave in weeks 96-99, as this period is required if you are placed on an action plan in practice.

What if I cannot attend scheduled teaching or practice sessions?

It is your responsibility to ensure you notify those detailed below if you are unable to attend the University or practice for any reason. This is a mandatory requirement if you are enrolled on a programme leading to professional registration. You are responsible for meeting learning outcomes for missed sessions. Lesson lecture notes are usually available on the VLE; alternatively you should discuss the missed session(s) with the module leader.

All absences must be reported to:

• Personal supervisor and module lead

• Your base placement manager

• Your external placement practice supervisor (if on external placement)

• Your Practice Education Team

• Your Practice Assessor

• Student Services Team

• ATB/023a, Area 1 Seebohm Rowntree Building, University of York, York, YO10 5DD

• 01904 321321

• dohs-student-experience@york.ac.uk

When a student advises the Department of Health Sciences of absence due to illness, or other reason, then the absence will be recorded for the full period – which means including private study time, not just attendance at timetabled taught sessions or practice. The Department of Health Sciences has a statutory requirement to record accumulated or certificated absence. You should note that failure to attend or comply with the requirements to notify the Department of your absence will be monitored and addressed as appropriate. If you are on an employer-led route then reports of attendance at University will be forwarded to your employer at regular intervals.

Sick leave

The Student Services team and practice, where applicable, should be informed of all sickness. For sickness lasting up to seven days, a self-certification form should be sent to the Department’s Student Services. If you are on an apprenticeship route, you should also send the form to your employer. From the eighth day of illness, a fit note is required and should be sent to Student Services with a copy to your employer.

Please record any absence within your NAPAD. On return to practice, it is important that Student Services and (if on an apprenticeship route) your employer are informed immediately. If the absence occurs in University time, on return to study, Student Services should be notified.

For further information, including self-certification forms, visit the Self-certification of Illness website.

If your sickness leave is likely to exceed one calendar month and you are unable to complete academic or practice learning within a calendar month, then you may need to discuss a Break in Learning from your course for up to a year with your Employer and Programme team.

Reporting absence from practice

On apprenticeship programmes, as a learner you should notify your employer in the usual way if you are absent from either practice or theory. You will need to provide your employer a doctor’s 'fit note' (sometimes referred to as a 'sick note') if you have been unwell for more than 7 days in a row and have taken sick leave. This includes non-working days, such as weekends and bank holidays. A copy of the 'fit note' should be sent to the Department’s Student Services team. You should notify your employer as soon as you are fit to return to duty, even if you are not rostered to attend on that day. You should also inform Student Services and your personal supervisor that you are fit to return. Your attendance is monitored by Student Services. In monitoring attendance and absence, the Department wishes to ensure that, during periods of difficulty, students access the support they need.

If you are on a direct entry route, then please inform your Practice Assessor and ensure a copy of the certificate is sent to the Department’s Student Services team. You should also inform Student Services that you are fit. Your attendance is monitored by Student Services. In monitoring attendance and absence, the Department wishes to ensure that, during periods of difficulty, students access the support they need.

Special leave, compassionate leave and carer's leave

If you need special, compassionate or carer’s leave, you should request approval for absence from your personal supervisor. If you require additional or more protracted leave for the circumstances, you should contact your programme leader.

Illness & assessment

If your illness interferes with your studies, please see the Exceptional Circumstances policy.

Adverse weather

On occasions severe weather conditions may have an impact on your practice and theory attendance. There may be weather warnings issued by the National Severe Weather Warning Service. In these circumstances all students are advised to check the University adverse weather website for advice on University closures and the local radio and television for up to date travel information.

Although University sites may be closed during adverse weather conditions, your placement is unlikely to be closed. However, please exercise extreme caution when travelling and only travel if you feel it is safe to do so. Should you be unable to travel then please notify your practice assessor/supervisor and make alternative arrangements. This might involve, for example, rearranging your shift for an alternative time when you are able to travel.

You are advised to stay in close contact with your Academic Assessor and Practice Assessor if you need to re-organise progress reviews, discuss making up hours or for any further advice or support.